Practice Support Coordinator, Brussels desk - Warsaw Hub

Who We Are

We are a global law firm dedicated to creating advantage for our clients - on every matter, every time.

Our Warsaw Hub exemplifies this commitment. We offer a competitive edge and empower the right people to be at the forefront of technological innovation, such as AI investment, legal automation, bespoke tools, to drive transformation at Clifford Chance and create more added-value, efficient solutions for clients and the wider industry.

Joining our team means you will be part of a high-performing culture, globally recognised for the work we do and the advantage we create for world-leading clients. You’ll collaborate with the sharpest minds in the industry, working on some of the most critical legal and commercial business challenges and driving business support processes.

We focus on delivering operational excellence with specialist infrastructure and dedicated support such as, Finance, Legal and Executive administration support, , Risk and Compliance, Business Development, Branding, Marketing and Communications

The Role

The Practice Support Coordinator is responsible for providing professional administrative support to the lawyers of the Firm in relation to both billable and non-billable work, and ensuring clients are serviced in a professional manner and in accordance with the Firm's policies. The role will be part of the Hub in Warsaw and will include working as part of a team to ensure a high-quality service to all stakeholders. The specific purpose of this role is to assist the allocated fee earners in our Brussels office (Corporate Practice Area).

Your day-to-day tasks will include:

Matter Management

• Support Lawyers in collating and capturing the correct client and matter-related information in the core systems. This includes processing client acceptance forms (Anti-Money Laundering (AML)/Know Your Customer (KYC) documentation).
•  Support Lawyers with opening of new legal files ("matters")
•  Ensure ongoing maintenance and updates to existing legal files.
• Assist lawyers by reviewing and correcting timesheets, as well as addressing any unposted time entries on a daily basis.
• Prepare initial drafts of invoices by collaborating with lawyers from the Global Financial Markets team, local secretaries, and the billing department.
•  Attend Work in Progress (WIP) and debtors' meetings, and coordinate with lawyers or the billing department for necessary follow-ups.
•  Check draft invoices for accuracy and ensure they adhere to agreed financial terms.
• Respond to and manage queries about the invoicing process, liaising with the billing department as needed.
• Dispatch invoices to clients and handle any related queries.

Client Focus and Support

• Advance client relationship initiatives by scheduling and participating in meetings and calls, among other related activities.
• Develop or modify PowerPoint presentations, Excel spreadsheets, and fee quote documents to a Clifford Chance proficient standard. This task may involve coordinating with specialist teams within the firm to ensure materials meet the initial specifications provided by fee earners and Business Professional team members, including the Business Development (BD) team.
• Foster relationships with both internal and external clients and stakeholders, ensuring a comprehensive understanding of matters from start to finish for the fee earners you support.

Practice Management

• Serve as the primary contact for handling queries from both inside and outside the firm, via phone or email. This involves anticipating needs, drafting responses, managing files and archives, prioritising tasks, and directing questions to the relevant teams within the firm as needed.

•  Manage calendars, including scheduling meetings across various time zones, booking meeting rooms, resolving scheduling conflicts, preparing meeting materials, coordinating with participants regarding availability, and arranging catering.

•   Draft and prepare correspondence, including letters, emails, pitches, and presentation materials, following guidance from the professionals you support.

• Oversee the full document management cycle, which includes editing documents, compiling PDFs, renaming files, proofreading, and performing generic blacklining

Your experience

• Ideally, a first experience in an administrative or billing assistant position, in a law firm or with an international service provider.
• Bachelor's degree in administrative assistance or a secretarial field.
• Fluency both in French and English is required
• Good knowledge of the Microsoft suite and the ability to quickly learn other IT systems.
• A dynamic and proactive attitude with a willingness to learn.
• Ability to prioritise workload and to work well under pressure.
• Flexible and able to work remotely

How we will support you

From your first day with us, you will have varied opportunities to continuously grow and development your skills and knowledge. From formal training, informal coaching and mentoring through to skills-based and technical training and on the job learning.

The Warsaw Hub is designed to help clients move faster, smarter, and with confidence. Joining us means becoming part of a dynamic and interconnected global network. Every day and on each project, you will connect with your colleagues across the world. You will learn, you will grow, and you will take your career in the direction you want.

We are closely integrated with the core business of Clifford Chance. This means frequent interactions with senior stakeholders, providing our team with invaluable insights. This close integration ensures that our work is aligned with the firm's overall goals and vision.

The Warsaw Hub requires individuals with advanced capabilities and the ability to engage in thought-partnering with Clifford Chance's lawyers and partners. This means that our team members are not just executing tasks but are actively contributing to the development of innovative legal solutions. This collaborative environment fosters professional growth and ensures that our team is always at the cutting edge of the legal industry.

You will work in the heart of the city. Warsaw is a friendly place to live and to work and has a cosmopolitan environment

Equal Opportunities

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.  This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here